Provide administrative support to facilitate smooth operations for the Construction team. This position will interact with a diverse group of internal clients at all levels of the organization. Sound judgment is required in order to plan, prioritize, and organize a diversified workload to ensure the delivery of high-value support and related services. The ideal candidate for the Administrative Assistant role will have strong administrative skills with a strong work ethic, superior multi-tasking abilities, ‘can-do’ attitude and great organizational skills.
Responsibilities
Schedule and organize activities, such as meetings, conference calls, travel and related logistics
Prioritize, organize, prepare and distribute internal/external documents, including memoranda, letters, reports, presentations, etc., and ensures accuracy thereof
Ensure accurate maintenance of digital and paper documents and databases for efficient retrieval and disposition
Field and prioritize incoming calls and correspondence
Assist with special projects as directed
Maintain discretion in the handling of confidential information
Carry out routine tasks with little supervision
Maintains a Professional Demeanor
Intermediate to Advanced Computer skills including databases, Microsoft Word, Excel + Quickbooks.
Must have Construction Experience. 5 Years Minimum.
Provide office support such as filing, copying, scanning and emailing documents.
Answer phones and take accurate messages.
Review + Process Payroll
Request insurance certificates for new Projects.
Maintain updated insurance certificates for ongoing Projects.
Match vendor invoices to statements in preparation for payment.
Match purchase orders to contracts and/or change orders.
Issue Request for Proposals (RFP’s)
Issue Request for Material Quotes (RFQ’s)
Assist with tasks as requested.
Assists Project Manager + Estimator during the bid process with subcontractors ensuring sufficient coverage by making phone calls and organizing bid paperwork.
Organize paperwork for subcontractor contracts and update information about change orders to the computer system
Prepares job start-up form and matches the costs proposed on the final approved bid;
Maintains/reviews project logs (submittals, change orders and RFI's);
Act as liaison between supervisor and others (i.e. departments, external contacts, subcontractors, Responsibilities
Types, edits and proofreads correspondence, specs, reports, memos and proposals
Maintain office files and records, including licensing, renewals, and schedules
Input and update opportunity and project information
Assist in planning special events, as needed
Processes & distributes RFIs, submittals to client/ sub-contractors in a timely manner under PM's supervision;
Enter all Subcontractor, Supplier + Utility Invoices in Quickbooks
Leads general office organization, supplies & maintenance (ordering, stocking, etc.)
Maintains office calendar for special dates, events, staff travel, PTO, etc.
Assist project managers with preparing punch list, issuing and follow up.
Assist project manager with budgets, update excel spreadsheets, transmittals and various documentation.
Gathers and compiles information and produces reports (proposal tracking, project status, staffing financial, etc.)
Maintains contact lists and CRM input, updates and tracking for key leadership team
Handles incoming and outgoing mail and deliveries
Answers routine correspondence
Assist with timesheet collection
Enter change orders and AIA Payment Requisition Billing to Clients
Organizing DOB/ DOT NYC Department permits
Update billing report, job cost reports constantly with invoices and approved change orders.
Reconciles sub-contractor and supplier invoices to ensure timely payment along with partial +final lien releases.
Write and distribute meeting minutes to project team
Order posters for the work site or any other items needed until it is delivered
NOTE: Phone calls are a significant portion of the job, and are critical to success in the position.
Qualifications/Skills
5+ years of administrative experience in the Construction or Development Industry Required
Ability to interact effectively with diverse groups
Ability to work independently and in team settings
Possess high level of attention to detail
Effective oral and written communication.
Maintains a professional demeanor
Interest in Construction, Architecture and/or Project Development
Intermediate to advanced proficiency in Microsoft Office applications, such as Word, Excel, Outlook, PowerPoint.
Fluent in Quickbooks Contractor Premier.
Excellent oral, written, and organizational skills are a must.
Positive, enthusiastic attitude.
Hard working and self-driven mindset.
Basic knowledge of reading construction plans preferred.
PC proficiency is essential with Microsoft Office and a strong working knowledge of Excel;
Working understanding of Planswift + Microsoft Project Preferred
Bachelor’s Degree a plus - Construction Management, Civil Engineering, Architecture or related field, preferred but not required.
Ability to be highly organized, detail-oriented + ability to prioritize multiple tasks at once through to completion.